Most e-invoices are rejected for one of three reasons: the file fails a validation rule, such as totals that do not add up, a required field is missing, often the buyer reference, or the format is not one the recipient accepts. Check the file with Klarbon to see findings from the supported checks it runs, with field mappings and correction guidance where available.
How do I find the cause?
- Read the rejection message. It usually names a rule code, such as BR-CO-15 or BR-DE-15, or a reason, such as an unknown recipient.
- Check the invoice in Klarbon. Review the returned findings, with rule codes, field mappings and correction guidance where available.
- Look for available guidance in e-invoice error codes explained.
What are the common causes?
| Cause | Example | What to do |
|---|---|---|
| Totals do not add up | BR-CO-15: total with VAT is not total without VAT plus VAT (Peppol rules) | correct the rounding or the line amounts |
| Required field missing | buyer reference or order number not given | add the reference the buyer asked for |
| Wrong format or version | a plain PDF sent where XRechnung or Peppol BIS is required | send the format the recipient names |
| Wrong recipient identifier | Peppol ID or routing ID mistyped | ask the buyer for the correct identifier |
| Code not allowed | unit, VAT category or country code outside the code list | use a code from the official list |
Can I fix it myself?
If you issued the invoice, yes. Correct it in the software that made it and send it again. Or use Klarbon's Fix tool: upload the rejected file, correct the flagged fields in a form, and download a file that passes validation, for one credit. Klarbon rewrites the file from its invoice model, keeps supported fields and recalculates totals. It reports losses when writing the new file, but the list does not cover every field the reader could not carry over. Check the new file against the original before using it.
What if I received the invalid invoice?
Ask the sender for a corrected invoice. You should not change an invoice someone else issued. Klarbon's check report shows findings from the checks it runs, which can help the sender investigate. You can still open it and read it in the meantime.
When is it not the file?
When the file passes the check but is still rejected, the cause is usually outside the invoice: the recipient is not registered on the network you used, your access point or platform has its own rule, or the buyer expects a different format. Ask your access point, platform or the buyer.
Related
Frequently asked questions
Why do e-invoices get rejected?
Usually because the file fails a validation rule, such as totals that do not add up, a required field is missing, such as the buyer reference, or the format is not the one the recipient accepts.
What does an error code like BR-CO-15 mean?
It is the identifier of a validation rule. BR-CO-15 checks that the total with VAT equals the total without VAT plus the VAT amount. Klarbon reports findings from the checks it runs, with explanations and correction guidance where the catalogue has them.
Can I fix a rejected invoice myself?
If you issued it, yes. Correct it in your invoicing software, or upload it to Klarbon's Fix tool, correct the flagged fields and download a validated file for one credit.
I received an invalid invoice. What should I do?
Ask the sender for a corrected invoice. You can open and check it to tell them exactly which rule failed, but the invoice itself must come from the issuer.
Sources
- OpenPeppol, Peppol BIS Billing 3.0 rules docs.peppol.eu